announcement We haven't forgotten, but boy do we have a lot to catch up on! ⏳
With so much to catch up on, we'll probably break things up a bit over the next few weeks. Some of these features, you may already be aware of, others might be new to you but are worth looking into. Now grab yourself a cup of coreFFEINE ☕ and enjoy the updates.
Today's Emphasis: EVENTS 📋 (with a few other goodies 🍭 )
new feature exciting! Event Attendance Status & Pass/Fail
This is a VERY exciting feature as it has been requested for a long time by many of our customers who run classes.
You can get to this page by going to Events & Facilities > Events > Attendee Status. This page gives you several different pieces of functionality in one:
- You now have the ability to mark different attendance statuses for class registrants. You can make your own Event Attendance Statuses, but examples might be "Did Not Attend," "Did Not Successfully Complete," or "Successfully Completed."
- Additionally, you can utilize this page as a check-in page where instructors can check in students either as they arrive or as the class is beginning with a single click in the box next to their name.
- There is also a link to the order record in which they purchased the class online. If it is blank, this may indicate that the order was paid for in coreSTORE or the registrant was manually added by a staff member (perhaps for family or another staff member).
- Last, this page has a spot where instructors can write down evaluation notes.
You can set up the different Attendance Statuses by going to Events & Facilities > Events > Attendance Statuses.
Here, you can create as many or as few statuses as you like.
Attendance Statuses can be tied to certifications... Which brings us to our NEXT new feature!
new feature exciting! Certifications
You can set up your Certification Types by going to Events & Facilities > Events > Certification Types. Certifications can be tied to attendance statuses, or they can also be set manually.
You can also choose whether your certifications expire or not and what classes are required by a user to automatically complete the certification.
You can see a full list of who has what certifications by going to Contacts > Contact Certifications.
If you click on a record, you can see the date issued, the expiration date, and any other notes that you may want to add.
Customers will be able to see their certifications and when they expire (if they expire) by going to "My Account".
Users, after obtaining a certificate, will also be able to print certificates of attendance or achievement from their "My Account" page if you give them one.
You can make a particular class require a certification by going to Events & Facilities > Events > Event Types. From here, at the bottom of a selected event type record, you can select which certification(s) are required in order to take a particular class:
PLEASE NOTE: By default, customers will still be able to register for classes that they do not have the certification for. In this case, a warning will pop up to the customer letting them know what certification they will need before they can attend that class. It is important to still allow the customer to register for the class in cases where they are signing up for a series of classes all at once. If a later level class fills up quickly, you don't want them to have to wait several months between taking classes.
If you need to check this prior to the class, you can run an "Uncertified Registrants Report" by going to Events & Facilities > Events > Uncertified Registrants Report.
You can also run a Certification Expiration Report by going to Events & Facilities > Events > Certification Expiration Report.
new feature Form that registers someone for an Event
Creating a form that registers someone for an event assumes that the event will not require payment.
A form could be created to sign someone up for an event, paid or unpaid, but they will be registered without payment. If you have a paid event, the customer will need to pay via coreSTORE at the time of the event. If you go this route, it would be best to have no pre-paid options available so that, to avoid confusion, every customer who shows up to the event will be unpaid and require payment.
This is useful if you need to have someone fill out a waiver at the time of signing up for the event (Think along the lines of free events such as a 5k run or a firearm assembly class).
If you have need of this functionality, we can assist you in creating this form.
improvement Re-signing up for Old Memberships
We found that if someone re-signed up for an old membership, rather than starting a new membership of the same type, it was advancing their old expiration date.
We made an enhancement so that if someone's old membership has been inactive or expired for a longer period of time, when they sign up for a new membership, it will simply create a new contact subscription record.
improvement Subscription Report Enhancements
To the subscription report, we now added phone number as a column, whether their associated recurring payment record "Requires Attention" (meaning payment failed and needs to be corrected), and the contact ID is now clickable.
new feature Auto-Generated Membership Numbers
Membership numbers in coreFORCE have previously been able to be stored as Contact Identifiers. You now have the ability to create a Contact Identifier that will auto-generate a number. If you choose to auto-generate, then every contact will have a value for this contact identifier. This will not overwrite membership numbers that were already input and admin users can ALWAYS edit these.
improvement Create Events Page
Event Name is Now Auto-filled when the Event Type is selected. This can still be manually edited from this point if needed.
Price Per Person is now Auto-filled when the Event Type is selected IF a default price is set directly in the Event Type Record.
This has an added benefit of auto-checking "Enable Shopping Cart Checkout" which will save you a click if you are making lots of events.
new feature Ability to Combine Classes
If you have multiple classes that all use the same room at the same time, you can put a total amount of attendees on all the classes together. For example, if you can't allow 40 people to take each class because the room only supports 40 people total. This is important if you'd like to allow 1 class to have more registrants than another, especially if one class isn't filling up as much as others.
To utilize this page, Go to Events & Facilities > Events > Combine Events. Using the dropdown, select the events you would like to combine and enter how many total attendees should be allowed for all of these events combined.
We have so much more to share but this ends this week's update.